FORMS: Using Field Sets

The purpose of using Field Sets is to provide the ability for users to buy multiple tickets or register multiple people for an event through one form, rather than having to submit the form multiple times.

There are two types of field sets which can be added from the tool bar on the right:

  • Basic
  • Person

 

  • Basic Field Set – this is a collection of other fields that are grouped together and can be duplicated. Simply click and drag to add a Basic Field Set to your form. You will be prompted to name the field set at this time.

For this example, we’ll be using the Field Set to collect information on volunteers for a youth retreat:

Once you click OK, you will see this on your form:

We can now add items to our Field Set by using the fields provided in the tool bar on the right. To ensure the fields are added to the field set, you’ll want to click and drag the field within the field set box, rather than the Form as a whole. You can be sure you are adding to the field set by dragging the field and dropping it above the ‘Add Another…’ link.

SAVE and PUBLISH your form, then click to PREVIEW it to see how your Field Set works:

 

You will see the ‘Duplicate Action’ text listed on the form, in this case “Add Another Volunteer”. When you click this, the field set will be duplicated, allowing you to register another volunteer through the same form:

 

If another field set is added accidentally, it can be removed using the trash icon next to the name of the field set.

Here’s a quick video demonstration:

 

  • Person Field Set – A Person Field Set is specific to a person which cannot be used for other items such as meals, books, etc. This field set is great for collecting information for registrations or tickets that need to be limited. As an example, a concert or youth retreat that has a maximum number of registrants set at 50 because of venue or chaperone limitations. To add a person field set, you will click and drag the field onto your form. Once you’ve done this, you will see the settings box:

Count Towards Total Registrations: when this box is checked, this field set will be applied towards the total registrations as set under Form Properties.

Can be Duplicated: when this box is checked, the field set will be allowed to duplicate to submit more than one registration within the one form submission.

Payment Info: Person Field Sets have the ability to set a default amount per person and route that amount to a specific fund. Like other available fields in FORMS, you can add a temporary price, like an early bird price, and choose whether to make the transactions tax deductible.We can now save our field set by clicking OK.

Like the Basic Field Set, we can add additional fields to the Person Field Set. For this example, we’ve added an additional payment field to show that different registrants can pay different amounts, based on their selection within the field set.

 

Below you can see that when we select to add a t-shirt to Registrant 1, the total is changed to $90, while the link to add another registrant remains at $75.

We can then click to add another registrant and opt not to buy a t-shirt, and the total will be calculated correctly at $165 to reflect one registration + t-shirt, and one registration without.

 

 

Person Field Sets are great for accepting registrations for events that have a maximum number of registrants allowed. For instance, if the camp for our youth retreat only has 50 beds for students, we can set our maximum number of registrants to 50 by going to Form Properties > Submission:

Here’s a quick video demonstration:

This operates differently from “maximum number of submissions” as it will count each registrant that is entered through the field sets. Maximum number of submissions only counts form submissions, which can include more than one registration.

Another new feature to go along with Person Field Sets, is that the export options from the Responses table allows you to choose how to sort your data. You can export by the full form response, or you can separate the registrations out into separate lines. For example, this submission included registration for 3 students, the export can be formatted in one of two ways:

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